Transcript Allocations - Pittsburg State University

Allocations
Fall 2013
Rodney Kimlin
SGA Treasurer
Requirements
 Be a registered student organization per Campus
Activities Center
 Must have a on campus university account
 Attend an Information Workshop
 Attend a Finance Committee Presentation
Where Do Allocations Come From?
 University Fee Council
 Meets mid February through early March
 Votes on amount to fund Allocations
 SGA Senate then approves or amends recommended
total
 President Scott has ultimate approval
How Much Money is Available?
 FY 14: $60,000 funded for Allocations
 $30,000 allocated for each semester
 Money not claimed in Fall rolls over into the general fund
for the following Spring.
What can be Funded?
 Films, Videos, DVD’s, Other Electronics
 Must be kept in the media library for use by ALL PSU
Students. Electronics will be kept in SGA office upon
approval.
 Lecturers/Speakers
 Consultant Agreement Form needed
 Travel
 Mileage, hotel, meals, registration fees
 Appendix B: Travel Registration
 Appendix C: Advisor’s Checklist for Travel
 Liability purposes
Restrictions
 Advisor expenses CANNOT be paid for through
Allocations.
 You must fill out Appendix D: Event Summary Form
for each event that you use Allocations money.
 All on-campus events must be open to the students,
faculty, and staff at NO COST and must be
ADVERTISED.
Restrictions (cont.)
 Two or more organizations CANNOT receive funding
for the same activity.
 Organizations CANNOT purchase supplies for
fundraisers with Allocations funds.
 Organizations CANNOT use Allocations funds as a
donation.
How My Organization is
Reimbursed
 Bring receipts into SGA Office and hand DIRECTLY to
Barb Circle, Administrative Assistant, or Rodney
Kimlin, Treasurer
 Preferably in an envelope marked with the organization’s
name, contact information and event being funded
 Barb will scan all original receipts and return them
immediately back to you
 Treasurer sends funds transfer to Business Office
How my Organization is
Reimbursed (cont.)
 On Campus Accounts
 Amount from invoice is paid into given account
 To reimburse individuals:
 Organization must submit a separate DPR to the Business Office
for each individual
 Off Campus Accounts
 Effective Spring 2013, no registered student organization
will be funded via an off-campus account. For allocation
purposes, only on-campus accounts will be utilized.
General Info
 All forms are available on the SGA website and can
be filled out Electronically and turned in via
email. (Exception is the Appendix A)
 Organization Information in Appendix A must be
turned in BEFORE a Finance Committee
Interview will be scheduled.
 Maximum amount that can be requested is $1,000
per semester.
Finance Committee Presentations
 10 minutes to present and answer any questions the
finance committee might have.
 Things to include in presentations:
 Events you are requesting allocations for.
 The amount you are requesting.
 Who will be attending your events.
 What the goals of your events are.
 Only things requested in your presentation will be
reimbursed unless discussed with the treasurer
beforehand.
Finance Committee Presentations
 Presentations must be made by students. (Remember
you are registered STUDENT organizations.)
 Advisors should not attend
 Advisors may be consulted if there are any unanswerable
questions
 A computer will be available for students to use during
presentations.
 If using handouts please make 5-7 copies.
Important Dates to Remember
Contact Person
 I will be communicating directly with the
Informational Workshop representative unless
requested otherwise.
 SGA website: www.pittstate.edu/campus-
life/groups/sga/
• Allocations is a current PSU Registered Student
Organization privilege.
• Allocations is a reimbursement program only, DO
NOT depend on Allocations to fund your
organization. (SGA is NOT responsible for your
budget or over-spending.)
• Any event that takes places after November 15th,
2013 can be saved and turned in for Spring 2014
Allocations.
QUESTIONS?